PCard Violation Warning Form Instructions

Download PDF PCard Violation Warning Form

Send Completed PCard Violation Forms

Email PCard forms using University Approved electronic signatures to the PCard Help Desk

Approver Instructions

The Approver must make a determination if a transaction is a PCard violation or not. Once the determination has been made that a transaction is an PCard violation, the Approver should follow these instructions.

Approver contacts Cardholder

Obtain an explanation from the Cardholder of why this purchase was made on a University credit card and what has been done to correct the situation.

Approver reviews Cardholder’s Violation History

Review the Cardholder’s PCard violation history to determine if the Cardholder has had repeated PCard violations. This history will contribute to the decision to warn the Cardholder or to revoke the University credit card. Approver may request a Transaction Violation Report from Procurement Services and / or check to see if the department has a separate “Violations File.”

For chronic history of violations and / or suspected fiscal misconduct, PCard Status - University Credit Card will be revoked. This includes personal purchase which was not immediately reported upon discovery and corrected, or for cash or cash-type transaction. Suspected fiscal misconduct is to be reported as outlined in the Financial Rules and Procedures, Rule 1.8, Reporting Fiscal Misconduct. Contact Procurement Services to inform them of the actions being taken.

Approver and / or Procurement Services determine PCard status for Cardholder

Determine the Card Status based on the following circumstances:

  • Split purchases
  • Inappropriate purchases
  • Chronic lack of documentation
  • Personal purchase which was immediately reported and reimbursed or credited by the merchant
  • Non-compliance with current polices as stated in the PCard Program Handbook

The status of a chronic violator is determined by the Approver and/or Procurement Services, who will investigate the number and nature of the Cardholder’s violations and their impact on the department and the University.

The Approver and/or Procurement Services will use sound judgment to arrive at one of two conclusions:

  1. PCard Status – University Credit Card will not be revoked at this time. If the Cardholder’s PCard history indicates that the Cardholder does not have chronic violations of any type, the Approver and/or Procurement Services may determine that the card will not be revoked at this time. Any second offense is cause to revoke the credit card.
  2. PCard Status – University Credit card will be revoked at this time. If the Cardholder’s PCard history indicates that the Cardholder has a chronic history of violations of any type, the Approver should revoke the card.
For chronic history of violations and / or suspected fiscal misconduct, PCard Status - University Credit Card will be revoked. This includes personal purchase which was not immediately reported upon discovery and corrected, or for cash or cash-type transaction. Suspected fiscal misconduct is to be reported as outlined in the Financial Rules and Procedures, Rule 1.8, Reporting Fiscal Misconduct. Contact Procurement Services to inform them of the actions being taken.

Approver Completes PCard Violation Form

Approver indicates the appropriate determination in the Approver Determination, Certification, Signature & Action section of the form.

Approver obtains the Cardholder signature

Approver obtains the Cardholder signature in the Cardholder Certification Signature section on the form.

Approver takes appropriate action regarding card revocation

Approver and/or Procurement Services takes the appropriate action identified based on the circumstance and / or category indicated on the PCard Violation Warning form.